Title
Village Hall Data Center Backup Generator
History
The Village Hall data center contains approximately 62 computer servers, network switching devices and cable TV broadcasting equipment pieces. These devices not only supply data to desktop users in the Village Hall campus area, but also to Police, Public Works, Recreation, Centennial Pool and all other facilities. In addition, the Village’s core Internet connection comes into the Village Hall.
Although the data center has battery backup, problems arise during power outages. After the average twenty minute life span of battery power, core data services such as Internet, Web based services, databases, file data, and printing become unavailable Village-wide.
Staff is recommending the purchase of a Generac Industrial Natural Gas Generator, to be installed outside the west side of Village Hall, near the data center. In addition, staff is recommending the replacement of four, non-compatible UPS units in the data center.
On May 7, 2012, the Technology, Communications & Community Engagement Committee requested information regarding the funding of this project. In 2011, MIS provided CDW with the power needs of the equipment in the data center and requested a cost estimate to be used as a budget figure for the purchase of a back up generator in FY12. CDW offers National Intergovernmental Purchasing Alliance contract pricing with several vendors. Recently, Village staff requested a firm price quote for the work. CDW sent two electrictians to Village Hall to inspect the site and complete the quote. The price quote with National IPA pricing came in at $58,468. The electricians recommended several electrical changes to the project that were not included in the original price estimate. Staff researched having some of the work performed in-house, such as electrical, gas piping, and concrete pad work, but due to the specialized nature of the work, staff recommends that CDW should provide a complete solution. Additional information regarding the National IPA program have been attached to this agenda item.
Although this project quote is $21,968 over the budgeted line item, this project can be funded without a budget adjustment by deferring the purchase of data storage network proposed in the 2012 budget. In addition, due to some recent technology made available to us, IT anticipates coming in significantly under budget on the proposed network improvements to the Cultural Center, which was budgeted in the amount of $14,000.
On May 7, 2012, this item was reviewed and recommended for Board approval by a 2-1 vote by the Technology, Communications & Community Engagement Committee.
Financial Impact
This expenditure is budgeted in the 2012 computer hardware budget line item 010-1600-460110 in the amount of $36,500.
After actual on-site inspection by electricians for the project, a quote was obtained from CDW of Vernon Hills, Illinois with National Intergovernmental Purchasing Alliance (IPA) pricing. The total amount of the project is quoted at $58,468.
Since this project quote is $21,968 over the line item in the budget, staff is recommending using unencumbered budgeted funds of $37,000 for a data storage network to contain this cost within the overall IT budget. This data storage network will be re-budgeted in 2013 after staff can better evaluate future storage needs for the ongoing use of the new Innoprise system.
Recommended Action/Motion
I move to approve to wave the bid process,
And
approve the Village Hall data center backup generator and accept pricing on the National Intergovernmental Purchasing Alliance program in an amount not to exceed $58,468.